Thank you for your interest in hosting your private function at the Fly By Night Musicians Club. The Fly By Night is a not for profit community musicians club and music venue that was founded in 1986 by Musicians and Music lovers, and it remains one of the few venues that remains dedicated to the music! This unique setting located in the heart of Fremantle, Western Australia offers a variety of settings for your special event catering for groups of 50 500 guests; Whatever the occasion, The Fly by Night can provide a memorable location for your next Birthday party (not under 18 s), Engagement party, Wedding, Reunion, Christmas Party, Work Functions, Seminars speak to our management team about creating an event that s perfect for you. The Fly by Night operates with a Special Facilities Liquor License so entertainment must be provided in order to open the bar. Whether a band, DJ, VJ, Comedy or movie screening, it s up to you! If you need a hand, the Fly By Night can assist in sourcing entertainment for your event. Here are a few questions to get you started with your planning What type of function do you want? How many people will be attending? What is your budget? Will you be providing food & drinks for your guests? What entertainment will be provided? How would you like the space to be set up? What times & how long would the function run for? There are 2 main areas available within the Fly by Night for hire: THE MAIN ROOM is where the action is, and is ideal for functions with 100 500 people. The room can be set up to suit your function with a selection of seating & tables to cater for a cocktail style function (up to 500 guests) Theatre style Fully Seated (up to 450 Guests) or Cabaret / Banquet style tables & chairs (capacity dependant on room set up). THE FLY TRAP! is a recently refurbished room which has the feel of a cabaret club with a hint of rock & roll. The room boasts multiple levels featuring lounge spaces & standing room; perfect for functions from 50 100 people. There is also a CAFÉ/GALLERY space that can be utilized for art exhibitions, tea room, chill out space, or for your chosen caterer to work from. This space is generally used in conjunction with the main room, if you are interested in using this space exclusively please get in touch with the Club s management team.
THE MAIN ROOM Capacity: Standing: 500 guests Fully Seated: 450 Guests Cabaret / Banquet style tables & chairs: capacity dependant on room set up. Private Room Hire Fee: $3,500.00 plus GST Room Hire Includes: Exclusive use of the clubs Main Room for 4 hours between the hours of 6.00pm Midnight. For example 7.00pm 11.00pm or 8.00pm 12.00am midnight Access to venue 3 hours prior to Function Start time for Set Up, Sound Check, decorating etc Use of in-house production refer tech spec attached 1 x Sound Engineer, 1 x Lighting Technician, 1 x Concierge to manage your guest list & Security Guards THE FLY TRAP! Capacity: Standing: 100 guests Mixed Standing / Seated: 100 Guests Private Room Hire Fee: $700.00 plus GST Please note: The club is unable to book events in The Fly Trap more than 4-6 weeks in advance. Room Hire Includes: Exclusive use of the Fly Trap for 4 hours between 6.00pm Midnight For example 7.00pm 11.00pm or 8.00pm 12.00am midnight Access to venue 3 hours prior to Function Start time for Set Up, Sound Check, decorating etc Use of in-house production refer tech spec attached 1 x Sound / Lighting Engineer, 1 x Security Guard, & 1 x Concierge to assist with guest lists etc. Extra Charges: Additional Hours for Function: $250.00 plus GST per hour Additional Hours for Set Up: $100.00 plus GST per hour Additional Production: quotes provided as required Additional tables, linen, catering equipment, glassware etc: quotes provided as required Cleaning Fees: If the venue is left in an excessively dirty state, a cleaning fee of $50 per hour per cleaner will apply + waste removal. Public Holiday Surcharges will apply Please note all prices are provided for 18+ licensed events only.
Beverage Packages The Fly by Night is able to cater for many individual beverage packages to suit your needs & budget OPTION 1: BAR TAB This option allows the hirer to open a predetermined bar tab. The Hirer selects which beverages are included as well as the Bar Tab limit prior to the function. When the Bar Tab runs out a cash bar facility will resume. Please note that bar tabs must be paid for in advance. OPTION 2 - CASH BAR: This option allows your guests to purchase their own drinks individually from the bar. OPTION 3 - BEVERAGE PACKAGE $30.00 per person for the first 2 hours and $10 per person for each additional hour. Package includes Sparkling, Red & White Wine by the glass, On Tap Beer & Cider, Soft Drinks & Juice. Please note that beverage packages must be paid for in advance once the guest numbers are confirmed. All people attending functions at the Fly By Night have photo ID with them. The only forms of ID accepted at the Fly By Night are: Valid Drivers License with photo, Valid Passport or Valid WA Proof Of Age Card The Fly By Night is a responsible server of alcohol and will not serve anyone that we perceive to be intoxicated or under the age of 18. Under 18 s are welcome at the Fly by Night when accompanied & supervised at all times by their parent or Legally appointed guardian, please advise our management team if you anticipate any under 18 s will be in attendance at your function. All people attending functions at the Fly By Night have photo ID with them. The only forms of ID accepted at the Fly By Night are: Valid Drivers License with photo, Valid Passport or Valid WA Proof Of Age Card Catering The Fly by Night welcomes your choice of professional caterer, however when arranging one for your function please let them know that the Fly does not have any cooking or warming facilities on site. Caterers can take a site visit with The Club s management team prior to your function. The Club expects that all catering equipment & food leftovers are removed and that the service area is left clean and tidy at the end of the function. Decorations It s your party so feel free to add your touch to the event! If you would like to keep things simple we welcome the opportunity to meet with you on site and come up with an easy and effective way to personalise your event. Thinking big? The Fly recommends you get in touch with a professional event stylist that can turn your wishes into a reality. Make sure you put them in touch with us so we can liaise with them.
Private Function Application You ve made it this far, great!! We would love to get a few more details from you so we can process your booking. CONTACT DETAILS Contact Name: Business Name: ABN: Postal Address: Post Code: Phone #: Mobile #: Email: FUNCTION DETAILS Please use this space to tell us more about your event: Proposed Date: Occasion: Function Room: MAIN ROOM FLY TRAP Estimate # Of Guests: Proposed Load In Time: Proposed Start Time: Proposed Finish Time: Proposed Entertainent: Beverage Package: Will You Provide Catering? Are you Decorating? OPTION 1: BAR TAB OPTION 2 - CASH BAR OPTION 3 - BEVERAGE PACKAGE YES If you have answered YES please provide contact details for your caterer: NO YES I am in touch with a professional YES I m keeping it simple NO The Fly By Night is already awesome! I have read and understood the Private Function Terms & Conditions as outlined in the Fly By Night terms and conditions form and accept responsibility, abiding by these terms. NAME: SIGN: DATE:
Payment Disclaimer Payments for confirmed Room Hire and beverage packages are to be received prior to function. Providing credit card details is COMPULSORY for security reasons. If for any reason payment of this function is not received by the venue, I agree for the full amount to be debited from my card. Any and all moneys outstanding will be charged. I/We, authorise The Fly By Night Musicians Club to debit a deposit amount of $ and any outstanding amounts from the card details provided below. Cardholder s Signature: Please select preferred payment method for deposit Please note: credit card details are still required if paying by alternate method 1. CASH / CHEQUE.(Required a minimum of 14 days prior to function) Make cheques out to: Fly By Night Musicians Club 2. DIRECT DEPOSIT. (Required a minimum of 7 days prior to function) BANK: Westpac ACCOUNT: Fly By Night Musicians Club BSB: 036306 ACC NO: 246702 3. CREDIT CARD. (for security and/or payment purposes only) Please Note: The Fly By Night only accepts Visa & Mastercard ACCOUNT TYPE: Visa MasterCard Account Name: Card No: Expiry Date:
Private Function Terms & Conditions Proposed Bookings All tentative bookings will be held for a period of 7 days. Arrangements can be made through the clubs Management Team to extend this period, otherwise the booking will be cancelled. We will make all attempts to contact you if another enquiry is received for the same date. In this situation, if you wish to hold onto the booking a deposit will be required within a 24 hour period. Confirmation of Booking 50% payment of your room hire will act as your deposit. Confirmation cannot be assumed until this deposit is processed. We request that a Private Function Application be signed and accompanied along with the deposit. A valid contact number and email must be made available to the club s Management Team to finalise the booking. Failure to provide accurate information can result in the function being cancelled without verbal contact being made at least 14 days prior to the function. Cancellation In the event of a cancellation, deposits are not refundable. If the function is cancelled within 21 days of your event the full Room Hire will be charged as a cancellation fee. Final Confirmations To ensure all your needs are met with efficient service we request that confirmation of final guest numbers & beverage selections are advised no later than 14 days prior to your function date. A full guest list in alphabetical order will need to be provided to the club 48 hours prior to the function. Payments Payment of your function will be required when you confirm all the final details, including all room hire and beverage packages. If you have chosen to order your beverages on a bar tab the full amount will need to be paid prior to the commencement of the event. Minimum Spends Where a minimum spend has been advised by one of our managers, whether verbal or via email correspondence. On the occasion that a minimum spend is not reached by the conclusion of the function, The Fly By Night reserves the right to debit the outstanding amount from the credit card details provided in this form. Pricing The Fly By Night function packages are reviewed regularly, and possible price increases may result. While every endeavour is made to maintain prices as quoted, market variations and unforeseen circumstances may result in cost increases. Should any changes occur within the co-ordination time of your function you will be advised in writing no less than 30 days prior to the function date. All prices are inclusive of GST. The Management of the Fly By Night reserves the right to increase prices. Responsibility and Damage The Fly By Night Musicians Club does not accept responsibility for damages to, or loss of, any client s property left on the premises prior to, during or after a function. Organisers are financially responsible for any damages to property belonging to the Fly By Night, by the client or guests, prior to, during or after a function. Duty of Care We have a duty of care to our clients and reserve the right for our Approved Manager to refuse service of alcohol to persons he/she deems are intoxicated and may do harm to themselves, other patrons or property. *If a function has purchased a beverage package, the Fly By Night still reserves the right to refuse service of alcohol to a member of the function if deemed to be intoxicated. Security At all times patrons must have access to their current photographic identification. Failure to show this ID, on request, may result in admittance to the venue being denied. Security staff, at their discretion, have the right to refuse entry to any person. Security have the right to remove any patron from the premises should they be acting in an inappropriate manner. Juveniles Patrons under the age of 18 must be accompanied, at all times, by their Parents or a Legally Appointed Guardian. If attending a function they will be required to wear a wristband to identify them as under the legal drinking age. Minors will be entitled to remain on the premises throughout the duration of a function so long as they remain within and are under the strict supervision of their guardian at all times. Minors are required to be accompanied to the toilet by an adult. Noise Levels Due to our close proximity to residential areas, we are obligated to maintain reasonable noise levels. Noise levels will be adjusted during functions if required and we appreciate that guests understand and respect the decisions made. Decorations We are more than willing to assist in organising the finer points of your function in whatever way possible. We are happy to allow you to set the atmosphere to suit your function however due to The Fly By Night being a Heritage Listed building, we cannot allow guests to fix, in any way, decorations and/or signs to the establishment or its fittings. Please ask the Fly By Night Management Team for advice and ideas on how to display your materials. Smoking The Fly By Night is a non smoking venue.